HomeMy WebLinkAbout10-26-2015 Council WorkshopSPECIAL ACCOMMODATIONS: The City of Arlington strives to provide accessible meetings for people with disabilities. Please contact the ADA
coordinator at (360) 403-3441 or 1-800-833-8388 (TDD only) prior to the meeting date if special accommodations are required.
CALL TO ORDER
Mayor Barb Tolbert
PLEDGE OF ALLEGIANCE
ROLL CALL
Mayor Barb Tolbert - Wendy
APPROVAL OF THE AGENDA
Mayor Pro Tem Chris Raezer
WORKSHOP ITEMS – NO FINAL ACTION WILL BE TAKEN
1. Interlocal Agreement with Snohomish County Emergency Management ATTACHMENT A
Staff Presentation: Bill Blake
Council Liaison: Jesica Stickles
2. Blue Marble Recycling Contract Amendment ATTACHMENT B
Staff Presentation: Kris Wallace
Council Liaison: Austin DeFreece
3. Discussion of the 2016 Budget ATTACHMENT C
Staff Presentation: Kristin Garcia
4. Miscellaneous Council Items
EXECUTIVE SESSION
RECONVENE
PUBLIC COMMENT
For members of the public to speak to the Council regarding matters on the Council Workshop agenda. Please limit
your remarks to three minutes.
ADJOURNMENT
Mayor Barb Tolbert
To open all attachments, click here
Arlington City Council Workshop
Monday, October 26, 2015 at 7:00 p.m.
City Council Chambers – 110 E Third St
City of Arlington
Council Agenda Bill
Item
WS #1
Attachment
A
COUNCIL MEETING DATE:
October 26, 2015
SUBJECT:
Snohomish County Emergency Management Interlocal Agreement (ILA)
ATTACHMENTS:
Draft Interlocal Agreement (ILA)
DEPARTMENT OF ORIGIN
Public Works – Bill Blake
EXPENDITURES REQUESTED: $21,295 Annual/$1.15 per capita
BUDGET CATEGORY:
LEGAL REVIEW:
DESCRIPTION:
Introduction of the proposed Interlocal Agreement between Snohomish County Emergency
Management, Cities and Tribes. The agreement outlines services and actions coordinated
between the participating members to include: Disaster response and Recovery Coordination,
Planning, Training and Exercises, Warning, Notification, and Emergency Communications,
Volunteer/Emergency Worker Management, and Outreach and Preparedness. The Interlocal
Agreement will be in effect for three years, from January 2016 – December 2018.
HISTORY:
The City of Arlington has been coordinating with Snohomish County Emergency Management
for a number of years. The County Emergency Management Department has continued to
evolve over time as the need for preparedness and response has grown with the population
growth. This interlocal is intended to integrate a number of activities between Snohomish
County, participating Cities and Tribes. The item is included in the budget as an annual expense.
ALTERNATIVES
Remand to staff for additional information
Table pending further discussion
RECOMMENDED MOTION:
Workshop; discussion only. At a future council meeting staff will recommend: “I move to
authorize the Mayor to sign the Interlocal Agreement for Emergency Management Services with
Snohomish County pending final review by the City Attorney.”
City of Arlington
Council Agenda Bill
Item
WS #2
Attachment
B
COUNCIL MEETING DATE:
October 26, 2015
SUBJECT:
Amendment No. 1 to Professional Services Agreement (PSA) with Blue Marble Environmental
for technical and professional support services relating to waste management and recycling
ATTACHMENTS:
Draft Amendment No. 1 to Professional Service Agreement
DEPARTMENT OF ORIGIN
Public Works – Kris Wallace
EXPENDITURES REQUESTED: $26,071.40 (over two years)
BUDGET CATEGORY: 2015-2017 Water/Sewer/Storm Budgets
LEGAL REVIEW:
DESCRIPTION:
Amendment to existing Professional Services Agreement with Blue Marble Environmental to
continue to provide waste management outreach and educational support to Arlington’s
businesses, schools and citizens for the 2015-2017 biennium.
HISTORY:
The City has been under contract with Blue Marble Environmental since 2006 for providing
coordinated waste management outreach and educational services promoting recycling and
waste disposal reduction citizens, businesses, schools and industries of Arlington. The
Department of Ecology funds 75% of this program under the Coordinated Prevention Grants
(CPG) program; Public Works funds the remaining 25% of the program.
The City entered into a new Professional Services Agreement with Blue Marble in 2013 for the
2013-2015 grant cycle. This amendment will allow the City to continue to provide waste
management outreach and educational support to Arlington’s businesses, schools and citizens
for the 2015-2017 biennium.
ALTERNATIVES
Table for further discussion
RECOMMENDED MOTION:
Workshop; discussion only. At the November 2, 2015 council meeting the motion will be: “I
move to approve Amendment No. 1 to the Professional Services Agreement with Blue Marble
Environmental, LLC and authorize the mayor to sign the agreement, pending final review by the
City Attorney.”
10/19/15 4:11 PM \\arlington\city\PW_Admin\Meetings\Council Meetings\2015\10-26-15 (Workshop)\DRAFT Blue Marble Contract Amend 1 (10-05-15).doc
Contract Amendment No. 1
to
Professional Services Agreement
Between Blue Marble Environmental, LLC and City of Arlington
for
City of Arlington Waste Prevention Recycling Program
In accordance with our Professional Services Agreement between the City of Arlington and Blue
Marble Environmental, LLC dated October 8, 2013, this is an authorization to revise and amend the
original contract as described below effective this _____ day of ___________, 2015. The work will be
performed and invoiced in accordance with the terms and conditions listed in the Original Agreement.
It is mutually agreed that the above referenced agreement is amended as follows:
AMENDMENT
Section 1.1: Contractor shall perform services in accordance with the “Coordinated Prevention
Grant Agreement between the Department of Ecology and The City of Arlington”, which is included
with this amendment as Attachment A, and considered the revised Scope of Work for the City of
Arlington 2015-2017 Waste Prevention and Recycling Program.
Section 2.1: City shall pay Contractor an hourly rate of $90.00, plus verified expenses, for a total
authorized amount not to exceed $26,071.40.
.
Section 4.3: Contractor’s work authorized by this amendment shall be performed in accordance
with the Coordinated Prevention Grant that the City received from the Department of Ecology for
years 2015-2017, for a total eligible cost of $26,071.40 with a State Grant Share of $19,553.55
(75%) and the City of Arlington share of $6,517.85 (25% match).
Section 6.1: The Public Works Director’s Designee shall be Kris Wallace, Public Works Staff
Accountant.
EXECUTION
IN WITNESS WHEREOF, the parties hereto have executed this Amendment as of the day and year first above
written. Except as modified herein, the contract between the parties dated October 8, 2013 shall remain in full
force and effect.
Blue Marble Environmental, LLC.
City of Arlington
Signature: Signature:
Title: Title:
Date: Date:
2015-2017 Scope of Work
Blue Marble Environmental LLC
City of Arlington
EXHIBIT ‘A’
SCOPE OF WORK
Waste Reduction & Recycling Outreach Assistance and Education Program
This scope of work identifies work to be performed by Blue Marble Environmental LLC for the City of
Arlington starting at contract execution and ending March 31, 2017. Blue Marble Environmental LLC
will assist the City of Arlington in conducting waste reduction & recycling education and outreach
assistance activities to businesses, multi-family properties and schools. Program activities will include:
Develop a recycling and waste reduction outreach, education, and promotion program to expand
and start new commercial recycling programs and reduce business generated waste. This effort
supports free recycling collection service for city businesses as part of the city’s solid waste
management contract with Waste Management. Program activities will include providing
recycling and waste reduction assistance to businesses, providing business waste stream
evaluations, providing recommendations to businesses to maximize recycling and reduce waste,
providing follow-up assistance to ensure successful recycling and waste reduction programs,
coordination of recycling programs with Waste Management and recognizing businesses for their
recycling and waste reduction efforts. Target goal is to conduct outreach to 41 businesses,
expecting 18 to start or expand WR&R programs.
Provide recycling support to city multifamily properties. Conduct site visits of multifamily
properties to ensure adequate recycling service. Make recommendations to property
managers/owners and work with Waste Management to coordinate recycling programs, container
placement, and tenant education. Ensure proper and adequate recycling levels are in place for
program use and resident convenience. Inspect and monitor recycling programs for contamination
and proper use. Target goal is to conduct outreach and education to 22 multifamily properties,
expecting 15 to start or expand recycling programs.
Provide waste stream, recycling, and organics program evaluation and assessment of Arlington
School District schools. Coordinate efforts, evaluations and recommendations with Arlington
School District and Waste Management. Work with Waste Management school education
program (Snohomish County Revenue Sharing Agreement Program) team to support student
waste reduction and recycling education efforts. Monitor school recycling and organics programs
for contamination and proper use. Target goal is to conduct outreach and recycling assessments of
8 schools, expecting 3 to start or expand recycling and waste reduction programs.
Provide recycling, waste reduction, solid waste, and household hazardous waste information to
city residents who contact the city with recycling and disposal oriented inquiries.
Develop educational and promotional materials to support and expand WR&R program activities
in City of Arlington business, multifamily properties and schools.
Provide quarterly reporting of program activities, including new WR&R programs started in city
businesses, multifamily properties and schools and recyclable tonnage diverted.
2015-2017 Scope of Work
Blue Marble Environmental LLC
City of Arlington
Outcome Statement
Expected outcomes include diversion of approximately 73 tons of recyclable material from the landfill as
a result of outreach and education assistance to city businesses, multifamily properties and schools. It is
expected that 18 city businesses, 15 multifamily properties and 3 schools with start new waste reduction
practices and recycling programs.
Funding and Spending Plan
Program goals and activities are linked to a Department of Ecology Coordinated Prevention Grant which
will provide $19,553.55 as 75% funding for this project. With a 25% required funding match of
$6,517.85 from the City, the total project cost for this scope of services is $26,071.40.
Estimated spending plan is $4,345.23 per quarter for 6 quarters, beginning in 2015 and ending in 2017.
Work Plan and Timeline (progress to be documented in quarterly reports)
Quarter Activity .
Q1 2015 July, August, September. State grant process, contract setup process.
Q2 2015 October, November, December. Waste reduction and recycling assistance to city
businesses, multifamily properties and schools. Quarterly program reporting.
Q3 2016 January, February, March. Waste reduction and recycling assistance to city
businesses, multifamily properties and schools. Quarterly program reporting.
Q4 2016 April, May, June. Waste reduction and recycling assistance to city businesses,
multifamily properties and schools. Quarterly program reporting.
Q5 2016 July, August, September. Waste reduction and recycling assistance to city
businesses, multifamily properties and schools. Quarterly program reporting.
Q6 2016 October, November, December. Waste reduction and recycling assistance to
city businesses, multifamily properties and schools. Quarterly program reporting.
Q7 2017 January, February, March. Waste reduction and recycling assistance to city
businesses, multifamily properties and schools. Quarterly and final program
reporting.
Q8 2017 April, May, June. Program complete.
Payment
Billable hourly rate for Blue Marble Environmental LLC is $90.
Mileage to be paid at current standard rate established by the Internal Revenue Service (IRS).
City of Arlington
Council Agenda Bill
Item
WS #3
Attachment
C
COUNCIL MEETING DATE:
October 26, 2015
SUBJECT:
Discussion of the 2016 Budget
ATTACHMENTS:
None
DEPARTMENT OF ORIGIN
Finance: Kristin Garcia – Finance Director
EXPENDITURES REQUESTED: 0
BUDGET CATEGORY: Property Tax
LEGAL REVIEW:
DESCRIPTION:
On October 19, 2015 a public hearing was held to discuss the proposed general property
tax levy. The preliminary budget proposes a no tax increase for the general levy. After
conclusion of the public hearing and Council discussion, the Council wanted additional
information so that all options for setting the general property tax levy could be
reviewed. Options for consideration of the tax levy are noted below under
“Alternatives”.
Additionally, the airport originally programmed in the capital improvement fund a
runway pavement preventative maintenance project for 2016. After further consultation,
it will be more cost effective to save funds in the airport reserve fund for the years 2016
and 2017 and perform an overlay of the paved area. While the overlay will initially be
more expensive, it will increase the life of the pavement 4 times more than the
preventative maintenance would. Funds saved from the Airport’s operation fund will be
used to fund the project. The impact to the preliminary budget would be to re-direct
funding originally budgeted in the Airport CIP Fund to the Airport Reserve Fund.
HISTORY:
On September 26, 2015 a retreat was held with Council to discuss the initial budget for
2016, including the general property tax levy. On October 5, 2015 the preliminary
budget was delivered to Council. On October 12, 2015, a workshop was held to review
and discuss the 2016 budget. On October 19, 2015 a public hearing was held on the
proposed general property tax levy.
City of Arlington
Council Agenda Bill
Item
WS #3
Attachment
C
ALTERNATIVES
Option 1: No tax increase, preserve 1% capacity for future use which equals $39,174.
Option 2: Increase tax levy by .251% which equals $9,832, preserve remaining capacity
up to 1% for future use.
Option 3: Increase tax levy by 1% which equals $39,174, no capacity to preserve.
Please note the proposed tax increases (whether 0% or 1%) exclude additional revenue
that might be received due to new construction, refunds and value of state assessed
property
RECOMMENDED MOTION:
Workshop; discussion only.